Business Analyst

FreshUp is a Hong Kong-based operator of vending machines and self-service retail solutions. We supply drinks, snacks and automated retail services to offices, schools, hospitals and other institutions across Hong Kong, and we serve both local and multinational clients.

Our work covers machine leasing, daily operations and after-sales service. As the business grows, we continue to invest in the systems that support our operations and are expanding our technology team.

The Role

You will sit between the colleagues who use our systems and the software engineers who build them. That means sitting with sales, operations, maintenance and finance to understand what they actually need, writing it down precisely, and then holding delivery to that document through to acceptance.

Key Responsibilities:

Requirements and documentation

• Turn verbal requests from sales, operations, maintenance and finance into written requirements: flows, field definitions, state transitions, exceptions and user roles;

• Sketch the screens and flow before development starts, and write acceptance criteria so “done” has an objective test;

• Set the requirement freeze point, run later changes through a documented process, and keep a traceable list of what is in each release;

• Keep system boundaries, field definitions and operating procedures in the internal knowledge base.

Working with software engineers

• Break requirements into development items with the engineers, settle implementation detail and trade-offs, and follow through to release;

• Chair the regular sync meetings, keeping scheduling, clarification and follow-up in one place;

• Translate business language into specifications and technical replies back into business language;

• Assess the impact of proposed changes on scope, time and cost, and put the options to the Technical Director.

User acceptance testing

• Own the UAT process: agree the plan and coverage with the business and the engineers, review results against the acceptance criteria, and follow defects to closure;

• Check actual usage after release against the problem the requirement was meant to solve.

Requirements:

Essential

• Four or more years in business analysis or systems analysis, including independent ownership of at least one project from requirement to release;

• Able to write documents that developers can build from: process flows, state machines, field mapping tables and acceptance criteria;

• Experience working alongside software engineers on delivery, with the confidence to discuss trade-offs directly;

• Fluent Cantonese and clear written English and Chinese. Able to communicate with technical teams in Mandarin.

Advantageous

• Experience in retail, food and beverage, payments, logistics or IoT systems;

• Experience managing outsourced vendors, including scope disputes and quotation changes;

• Having run requirements for both in-house development and outsourced delivery, and knowing how differently the two move;

• Wireframing in Figma or a similar tool;

• Able to read API documentation and verify response fields in Postman;

• Familiar with AI tools and AI-assisted workflows, for example using a language model to draft requirements, generate test cases or check documents for consistency;

• Having designed and introduced a UAT process.

How We Work

This role requires you to find answers yourself: ask the right person, check the right system, and turn scattered information into a document someone else can act on. If a requirement is unclear, you keep asking until it is not. Decisions are made quickly and change often, so the documentation has to keep pace.

Benefits:

5-day work week · Bank holidays · Performance bonus · Annual leave · Medical insurance · Birthday leave · Maternity leave · Funeral leave · Promotion opportunities

How to Apply:

Interested parties, please send your full resume in English with current and expected salary, together with one sample of a requirements document or specification you have written (redacted where necessary), to the recruitment contact provided with this posting.

(Data collected will be used for recruitment purposes only. Related information is kept for up to six months and then destroyed.)